How do I prepare a new hire's equipment?

Before you begin

You need Admin access. The step is generated when the trigger is confirmed. While the hire is still choosing, the plan is visible but read-only — the step says so, and names the date after which you can act without them.

Reading an item

Items group into grey category cards: Hardware setup, Software setup, Approvals, and — for anything your admin team does by hand — Admin. Each card has its own Confirm button, so the step reads as a stack rather than one long list.

Every row carries a What happens? disclosure. Open it before confirming and it spells out the effects:

• Assign <item> to <name> — the device is handed to them
• Take 1 from <location> — which storage location it comes out of
• Raise a purchase order for <item> — you do not have one
• Routed to your purchasing list or ticketing system, per settings

Rows also show who chose the item, whether it is Required or Optional, and what is waiting on whom. A required item cannot be declined.

Acting on an item

When every item in a category is decided, Confirm places the orders and makes the assignments. A swap tells you what it did — the order number, the purchasing-list entry, or the ticket it raised, and where it ships.

Who these tasks belong to

The tasks on this step start unowned, and Velory tells the onboarding's approvers — the people named by Who confirms a new hire — that there is work with nobody on it. That message goes out once per person, not once per item.

Ownership then lands on the first person to act. Confirming the trigger claims every task nobody already owns; where the onboarding started automatically with no confirmation step, completing the first task does the same. Tasks your store policies route to a named approver — Laptops to one person, Phones to another — are left with them.

It is worth knowing because a notified pool with no owner is how an onboarding stalls politely, with three admins each assuming somebody else has it.

Approvals you do not own

By default you see only the items that need you. Show full plan widens it to everything on the project, including rows assigned to other approvers, which is the view to use when you are trying to understand why an onboarding is stuck rather than to act.

Then: Order & delivery

Confirmed items move to the Order & delivery step, which tracks each one to the hire:

• Assigned from your stock — collected on the spot, nothing to wait for
• On the purchasing list — an Order-new item handed to your internal purchasing process
• A store order — with its live line status, and Mark as received once it is delivered

The hire normally confirms delivery from their own portal. You can mark items received here instead, which is what you want when you are assembling their setup yourself before day one.

Set up software

Approved software waits on its own step rather than being provisioned at the same time as the hardware, so accounts are created close to the start date instead of weeks early.

How each service is handled depends on how it is configured: it provisions automatically, runs through a provisioning workflow, or raises a setup task. The step says which, and who a manual task will go to — the software owner if one is named, otherwise a group admin, otherwise a company admin. A service with none of those shows a warning that there is nobody to assign the request to.

Good to know

Why is the step read-only?

The hire has not submitted and their deadline has not passed. You can review the plan now; you can confirm, change or skip once they submit or the deadline is reached.

Why can I not see a Mobile subscription or AI agents card?

Those categories are defined, but no onboarding task type produces them yet. A hire who needs either is set up outside the onboarding project today.

Which items hold Order & delivery open?

Only real store orders that have not been received. From-storage items and purchasing-list items settle straight away — there is nothing to track.

Can I confirm a category twice?

No, but you can re-open it. Items already with the retailer stay done, and the toast tells you which those were.

What does a declined item leave behind?

A row reading Declined during equipment review, so the plan still shows what was offered. Nothing is ordered or assigned for it.